USING THE SERVICES OF A RENTAL CENTER/DECORATOR copyright ©2000 Glenna Tooman all rights reserved Memory Makers Event Planning LLC www.memorable-events.com Most couples find it necessary to use the services of a rental center to provide items for their wedding, reception, or rehearsal dinner. The following are pointers to consider when using the services of a rental center. First, there are two different kinds of rental centers. One is the full-service commercial rental center that rents everything from tables, chairs, coffee pots, and dishes to special tabletop decorations and items for outdoor weddings, such as tents. These are sometimes called party rental centers. The other kind is a specialty rental business, also called a decorator, often a private business that may have a limited quantity and variety of items available. This type of center most often specializes in providing decorations, including silk flowers, arches, gazebos and other specialty items. They do not usually provide fresh flowers and they may not have linens for rent. They will not have dishes or serving pieces. Some may not provide tables and chairs. Usually, this type of business will set up the decorations and take them down, which a rental center may not. Items that you may need to rent for your wedding or reception include: - tables - arches - dishes - candelabra - vases or other table top decorations - canopies or tents - chairs - gazebos - coffee maker - tabletop fountains - candle lighters/snuffers - linens - flatware - punch bowls - aisle runner - glassware A commercial rental center will have all of the above items, while a specialty center may not carry such things as dishes, flatware, punch bowls, coffee makers, and serving pieces. No matter where you rent your decorations and serving items, be sure to visit the center. If a private decorator has a home-based business or for some other reason is unable to allow you to visit, ask to visit an event where they are providing the decorations. Arrive before the event starts, while you have time to see how the decorated facility looks before it is filled with guests. When visiting a store or event location, look for and ask about the following: • Are all items in the store, not just the ones you plan to rent, clean, sturdy, and in good repair, including the linens? Tablecloths should be ironed and free of stains and tears. • Are employees knowledgeable and courteous? • Does the center have linens or decorations in colors that match your color scheme? • Does the center deliver and pick up items, and if so, do they charge for it? Many charge a late pick-up fee to come back after your reception to pick up items. You might ask your facility if they will allow the rental center to come on Monday instead. This is often possible unless another event is planned after yours and it saves you the cost of the late fee. • Do they assist with set-up and tear-down? This is especially important if you rent a tent, canopy, or gazebo. Most rental centers will erect tents and canopies, but they may not set up tables and chairs or take them down. Most often, a commercial rental center makes a delivery and you are responsible to set-up and tear-down. • Is there a minimum amount that must be rented, either a monetary amount or number of items? Most private decorators have a minimum, while commercial rental centers may not. However, the commercial centers charge a delivery fee and it can be more than the cost of a small rental. Therefore, you might want to plan to pick up the items if you only need a few. Depending on the distance to your ceremony or reception site, you may be charged an additional amount for the time and gasoline involved to make the delivery. Most commercial rental centers also charge a damage waiver for the wear and tear on their items.   If rental items are being delivered by the rental center, someone should be appointed to be at the church and/or reception center when the truck arrives to check the quantity and quality of each item and to sign for the delivery. When the items are delivered, be certain to verify the time and place where the items will be picked up. If you or someone else is personally returning items and the wedding is on a Saturday, find out if the center is open on Sunday and if the items are expected to be returned on Sunday, or on Monday. This is an area that often leads to unexpected late fees if one assumes that the center is closed on Sundays and it isn¹t. If a tent or canopy is to be erected by the rental center employees, try to have someone on hand to oversee the process and be sure that the tent is erected in the right location and securely pegged in place. It is particularly important to have the tent securely tethered if it is being erected the day before the wedding or reception. A late night thunderstorm or wind gust could mean disaster if it isn't. Be aware, however, that it can take several hours to erect a large tent. If you find a problem with a rented item, be sure to note it in writing before you use the item. Have additional people look at the problem and, if possible, take a picture of it. If there is time to replace the item before it must be used, call the rental center and ask them to deliver a replacement. You can personalize your wedding and stay within your budget by renting some of the many items that are available.